VAASL 2024 Exhibitor Registration
November 06, 2024 - November 08, 2024
Williamsburg Lodge, Autograph Collection
310 S. England Street
Williamsburg
,
VA 23185
Exhibitor Information
Virginia Association of School Librarians 2024 Annual Conference
"Telling Our Story"
The Virginia Association of School Librarians (VAASL) has a membership of over 1200 school librarians and educators, many of whom are district level supervisors with large purchasing budgets and decision makers for the largest school systems throughout Virginia. We anticipate more than 600 will participate in this year's 2024 VAASL Annual Conference in Williamsburg.
Your financial support of the VAASL annual conference helps us to provide librarians around the state with this professional development event.
Registering for a booth, sponsoring an event, and/or advertising in the program are perfect ways to showcase your company to our membership and conference participants.
VAASL is an active organization with both the Annual and Regional Conferences as well as many other professional development opportunities. This year our sponsorships are designed to give you the opportunity to stay in front of our membership year round.
Sponsorships can be reserved and paid for via the online Exhibitor Registration form at the time you reserve your booth(s).
Exhibit Hall Hours
Wednesday, November 6th
- Set-Up: 4:00 - 9:00PM
Thursday, November 7th
- Set-Up: 6:30 - 7:30AM
- Exhibit Hall Grand Opening and Breakfast Reception: 7:30 - 8:30AM
- Exhibit Hall Open: 7:30AM - 4:30PM
Friday, November 3rd
- Exhibit Hall Open: 7:30 AM - 2:00PM
- Exhibit Hall Closes, Tear Down: 2:00 - 4:00PM
We have several events planned to encourage traffic in the exhibit hall during the conference starting with our President's Breakfast Reception and Exhibit Hall Grand Opening, dedicated vendor breaks, and author signings.
. VAASL Exhibitor Rules and Regulations
Please click on the first link below to download the VAASL rules and regulations that have been established for the mutual protection of VAASL and the exhibitors. Click on the second link to download the Williamsburg Lodge Exhibit Hall rules and equipment rental (i.e. electricity, additional Internet).
It is the responsibility of each member of the exhibiting firm to be fully familiar with these regulations. You will be asked to accept these rules during the registration process.
Exhibit Booth Fees and Payment Procedures
You will have the opportunity to pay by credit or debit card online, or request an invoice to send with check payment.Please make your check payable to VAASL and mail to: VAASL Conference, c/o Conference Solutions, P.O. Box 7276, Fairfax Station, VA 22039-7276.
Booth Space and Exhibit Hall Diagram
Booths are 10 ft. wide x 8 ft. deep, piped and draped with carpeting, one 6 foot table, and two chairs.
Lunch is included daily for up to two exhibitors per booth.
Please click on the following link to open a diagram of the Exhibit Hall.
As you will see, there are several entrances to the exhibit hall from the Pre-function area. Food service for the Breakfast Reception, Thursday Lunch, and Friday Lunch will be in Virginia Salon F. The wall to this section will be open to the exhibit hall.
The following factors will be taken into consideration as booth assignments are made: Sponsorship, date payment is received, traffic flow and security. REGISTER EARLY FOR THE BEST CHOICE OF BOOTHS!
If you do not see your preferred booth combination below, please contact Jennifer Eichel at jeichel@customconference.com or 703-493-9287.
CORNER BOOTHS ARE SOLD OUT.
| Fees | |
|---|---|
| One Inside Booth | $600.00 |
| Platinum Sponsor - Booths Included | $5000.00 |
| Gold Sponsor - Booth Included | $3000.00 |
| Silver Sponsor - Booth included | $2250.00 |
| Educational Non-Profit (One Inside Booth) | $400.00 |
Cancellation fee - on or before October 01, 2024- $100.00. No refunds after October 01, 2024.
Sponsorship and Advertising Opportunities
The Perfect Way to Showcase Your Company Year Round to our Membership and Conference Participants.
There are also advertising opportunities in the Annual Conference Program. You can choose a full page, half page, or quarter page advertisement. Ads are black and white. You will be emailed with copy and size requirements.
The deadline to have your sponsorship or ad placed in the VAASL Conference Program is October 1, 2024.
Following is the list of Sponsorship and Advertising Opportunities:
| Sponsorship and Advertising Opportunities | Fees |
|---|---|
| Bronze Sponsorship | $1000.00 |
| Full Page Ad in the Annual Conference Program | $330.00 |
| Half Page Ad in the Annual Conference Program | $175.00 |
| Quarter Page Ad in the Annual Conference Program | $100.00 |
Click here to view/print a description of the above Sponsorship and Advertising Opportunities.
Hotel Accommodations
To accommodate every budget, VAASL has blocked hotel rooms at two Colonial Williamsburg hotels at a discounted conference rate.
Williamsburg Lodge, Autograph Collection - The Conference Hotel
Located in the historic area.
301 S. England Street, Williamsburg, VA 23185
Superior Room (1 Queen Bed): $174 per night (plus 12% tax and $2.00 per room night occupancy tax)**
Deluxe Room (1 King Bed or 2 Queen Beds): $194 per night (plus (12% tax and $2.00 per room night occupancy tax)**
Complimentary guest room Internet, and self-parking are included in the room rate.
Williamsburg Woodlands Hotel
Located next to the historic area Visitor Center, a shuttle will be provided to and from the Williamsburg Lodge at key times.
105 Visitor Center Drive, Williamsburg, VA 23185
Superior Room (2 Doubles): $129 per night (plus 12% tax and a $2.00 per room night occupancy tax)**
King Suite w/separate seating area: $149 per night (plus 12% tax and a $2.00 per room night occupancy tax)**
Complimentary guest room Internet, self-parking, and continental breakfast are included in the room rate.
To make reservations online for the Williamsburg Lodge or the Williamsburg Woodlands Hotel please use the link below and follow the instructions as prompted.
You can also call Williamsburg Hotel Reservations directly at 800-261-9530 and ask for the Virginia Association of School Librarians rate.
The cut-off date for reservations in the block for both hotels is Tuesday, October 15, 2024, or UNTIL ROOM BLOCK IS FILLED.
**Individuals must guarantee reservations with a valid credit card that will be charged at the time of booking for the first night room and tax. Cancellations made inside seven (7) days, and no shows will forfeit the first night room, resort fee and tax. Guests who depart early after check-in will be charged for the entire stay.
